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Executive Assistant

Bemana, LLC

Executive Assistant

Houston, TX
Full Time
Paid
  • Responsibilities

    The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

    Primary Responsibilities

    • Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
    • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
    • Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
    • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
    • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
    • Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the organization.
    • Assist with information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization to meet their current and future information needs. Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
    • Provide event management support as requested.
    • Provide hospitality to all guests and help to create a welcoming environment.
    • Process and distribute daily mail.

    Qualifications

    • Significant executive support experience, including supporting C-level executives
    • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
    • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
    • Strong verbal and written communication skills.
    • Exceptional organizational skills and impeccable attention to detail.
    • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and capital partners.
    • Make appropriate, informed decisions regarding priorities and available time.
    • Ability to complete a high volume of tasks and projects with little or no guidance.
    • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
    • Able to maintain a high level of integrity and discretion in handling confidential information.
    • Excellent judgment is essential.
    • Ability to switch gears at a moment’s notice.

      Education & Experience

    • B.A. or B.S. from an accredited university with a preferred degree in communications, business management, English, human resources or management.
    • 5 years experience of executive administration at the c- suite level